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Administrative Coordinator, Penn Signature Services

Job ID: 164486
Category: Clerical/Administrative
Work Type: FT
Location: Philadelphia, PA, United States
Date Posted: Jan 12, 2023
Work Schedule: 8:00AM-4:30PM, M-F | Hybrid

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Job Summary:

  • The Administrative Coordinator assists in daily administrative operations for the Membership Program Manager (Executive Health and Passport Programs) and team representing Penn Medicine in most professional interactions on the phone, at events or membership interactions. These membership programs provide high dollar revenue to Penn Medicine yearly ensuring clients receive high-level service and coordination of care across all entities and other health systems abroad based on client's travel itinerary. Signature Services membership programs have resulted in new financial donors to Penn Medicine, and this department exemplifies the highest level of customer service. The Administrative Coordinator is often answering the first call to Penn Medicine and favorable first impressions result in new business to Penn Medicine.


  • Meets high performance standards working directly with the Sr. Account Executive, Program Manager, and Director of Operations on details of client prospecting; day-to-day operations of membership needs, and supporting the sales team of Penn Signature Services

  • Responsible for inbound, follow up phone calls, meeting guests, new clients and assisting the sales team to provide service excellence experience
  • Timely preparation of letters and correspondence to be sent by, or on behalf of, the sales team
  • Handles all aspects of membership offerings including, prospect follow-up (i.e. thank you notes, post-meeting emails, and appointment scheduling) and additional cultivation activities in Pennsylvania and surrounding states
  • Assists in the identification of new prospects
  • Responsible for invoice process oversight; survey for members not renewing
  • Provides administrative support to the sales team and performs administrative tasks, such as coordinating meetings, scheduling review, facilitating office communications, and other duties as assigned
  • Responsible for managing all new client referrals received from the sales team; verifying with sales team to ensure that all necessary information has been received; updating client portfolio
  • Processes weekly expense reimbursements (petty cash and Chrome River expense reports) for Sr. Account Executive, Account Executive and team
  • Manages calendars for the Sr. Account Executive (i.e. meeting scheduling, patient appointment categorizing, follow up reminders, etc.), coordinating with high-level individuals, members, new clients from local and national accounts.
  • Arranges travel as needed
  • Responsible for updating Salesforce with applicable encounters, electronic communication, and scheduled meetings as arranged by the sales team; provides timely data reporting
  • Creates new referrals in Salesforce; works with all internal team accordingly
  • Serves as liaison for marketing, ensuring all items for prospects and current members are up-to-date and sent in a timely fashion. Manages vendors critical to department, including items needed for re-order (via Marketing, AE Litho, WB Mason, etc.) in coordination with Department Financial Manager/Program Manager
  • Gathers documents including company and member contracts; prepares reports, as requested with limited direction
  • Essential part of team; maintains an open line of communication with the sales team, updating situational progress as needed
  • Attends in-person and telephonic meetings on behalf of the sales team and sends meeting minutes accordingly
  • Works with the Finance Team et al to ensure program/membership payment and applicable documentation are well received, documented, and up-to-date
  • Manages Penn Passport membership renewals; sends out renewal reminders, and updates team accordingly
  • Provides care coordination backup for Care Coordinators when applicable.
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures
  • Other duties as assigned to support the unit, department, entity, and health system organization.


  • H.S. Diploma/GED (Required) and 5+ years of experience in Administrative Coordination, Office Organization, Event Planning, Calendar Management
  • Bachelor's degree and 2+ years of relevant experience (Preferred)
  • Experience in prospect outreach (Preferred)

Skills & Abilities:

  • Ability to use Microsoft Outlook
  • Ability to use Microsoft Word
  • Ability to use Microsoft Excel
  • Ability to use Microsoft Power Point
  • Excellent verbal and written communication skills with proficiency in letter writing
  • Strong organization skills; ability to manage multiple tasks
  • Ability to anticipate the needs of direct management
  • Professional demeanor and presentation
  • Availability to attend morning and/or evening events, as needed

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Live Your Life's Work

We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

   Current UPHS employees must apply HERE
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